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Outgoing Subawards
On this page:
What is an Outgoing Subaward?
UF’s Responsibilities
Subrecipient Selection Process
Subrecipient vs. Contractor/Consultant Chart
Resources
Contact Us
What is an Outgoing Subaward?
An outgoing subaward is funding provided by UF to a Subrecipient for the purpose of carrying out a programmatic segment of a sponsored project. Outgoing subawards are prepared by the Division of Sponsored Programs (DSP) Outgoing Subawards team.
Other relationships do not meet the definition of an Outgoing Subaward:
- Contractors and Consultants are not classified as Subrecipients and are processed through UF Procurement.
- A collaboration with another Unit/Department at UF is not an outgoing subaward and is typically handled via a separate Project on a UFIRST Award.
- When UF is a subrecipient, funds arrive via an Incoming Subaward and are processed through a UFIRST Proposal.
UF’s Responsibilities
In accordance with the requirements contained within Title 2, Part 200 of the Code of Federal Regulations (2 CFR 200), referred to as Uniform Guidance (UG), the University of Florida is required to perform a series of monitoring efforts to ensure proper stewardship of federal funds. Those efforts include Subrecipient vs. Contractor determination, performing Subrecipient risk analysis and compliance review, and monitoring the programmatic activities of Subrecipients throughout the life of each federally-funded Subaward. Subawards may also be subject to additional federal agency-specific regulations established by the federal sponsor. Although not required by state or federal law, to the extent practicable, UF will follow these guidelines as a best practice approach to programmatic and financial monitoring and of its non-federally-funded subrecipients.
Subrecipient Selection Process
The Project Manager (Principal Investigator) for the University of Florida is typically in the best position to determine if a Subaward is needed and to select the Subrecipient that will work on the project. Selection is based on the potential Subrecipient’s technical experience and the ability to perform the portion of the scope of work being proposed.
Subrecipient vs. Contractor/Consultant
Determining the proper relationship between UF and any collaborator is an important part of sponsored project management. The collaborator’s scope of work will drive the classification, regardless of budget impact. Improper classification may cause issues related to availability of funds, prior approval requirements, and contractual requirements.
Characteristics of Subrecipient and Contractor/Consultant relationships:
| Subrecipient | Contractor/Consultant |
|---|---|
| Scope of Work: • Involves Analysis and Interpretation • Has a question to be answered | Scope of Work: • Provides services explicitly requested by UF • Provides professional advice or services for a fee • Manufactures goods • Creates a prototype based on UF design • Hosts a website • Performs testing and provides unanalyzed data |
| Participates substantially in the design and direction of the overall scope of work | Does not participate significantly in the design of the work |
| Has the freedom/ability to make decisions regarding the work to be completed within the terms of the agreement | Has little or no independent decision making in the design or conduct of the work being completed |
| Makes operational decisions on how to carry out the work | Paid for deliverables only; not on a reimbursement basis for actual costs incurred |
| Generates data and retains it for future research use | Normally operates in a competitive environment with other like vendors; competes with other entities that provide the same goods or services; provides similar goods or services to a number of entities |
| Likely to be a co-author on overall reports and publications | Unlikely to be a coauthor on publications |
All partners – subrecipient, contractor, or consultant – are required to register as a supplier in the UF accounting system.
Resources
Subrecipient vs. Contractor/Consultant Chart
Subawards at Proposal Stage
Subawards at Award Stage
Contact Us
The DSP Outgoing Subawards team is responsible for:
- Preparing new subawards and subcontracts.
- Making changes to existing subawards and subcontracts.
- Answering questions regarding potential or existing subawards and subcontracts.
Email the DSP Outgoing Subawards team at ufsubawards@ufl.edu or call us at (352) 392-0239.
The Contracts & Grants Accounting (C&G) Subawards team facilitates review and payment of invoices and overall financial management and monitoring of subrecipient financial performance. Contact the C&G Subawards team at: subcontract-manager@ufl.edu.
Last updated 7/30/24